Bookmark and Share

From: Food Quality & Safety magazine, February/March 2007

It's a Date!

Date-marking is an important best practice in the food service industry that helps protect both food quality and food safety for businesses.

by Paul McGinnis

Date-marking is an important best practice in the food service industry that helps protect both food quality and food safety for businesses.

However, food service operators have not uniformly adopted procedures to meet minimum FDA standards. Only the most progressive food safety programs have implemented the types of comprehensive date-marking and food- rotation systems that can ensure compliance on a consistent basis. This fact was highlighted in a recent FDA report on food safety risk factors within restaurants and grocery stores; one of the report’s more surprising findings was the number of operations with critical violations in date-marking. FDA Cites Critical Violations in Date Marking In 2004’s “A Report on the Occurrence of Foodborne Illness Risk Factors in Selected Institutional Foodservice, Restaurant, and Retail Food Store Facility Types,” the FDA identifies a variety of foodborne illness risk factors and tracked over a six-year period from 1998 to 2004. During the study, researchers documented food safety violations and watched for progressive improvements. Their results showed that the percent of noncompliance with food safety standards did not improve significantly. Further, improper or missing date-marking was considered a critical violation, and it appeared repeatedly.

While observing food service and food retail operations, researchers asked three critical questions about date-marking violations, all of which are based on the FDA Model Food Code recommendations. Those questions are:

  1. For foods prepared on-site, had they been date-marked within 24 hours of being prepared?
  2. For commercially processed foods, had they been date-marked within 24 hours of being opened?
  3. Were foods discarded when their use-by date had passed?

The findings were quite alarming. The out-of-compliance rate was as high as 81 percent. Although many operations were discarding food on time – as much as 62 percent on average – they were not date-marking foods as current food safety research recommends.

Many operators are careful to rotate their foods properly, but do so to preserve quality rather than to achieve top food safety standards. Current recommendations from the FDA Model Food Code use a combination of time and temperature to control bacteria. Compliance with this code relies heavily on proper date-marking to indicate the correct dates at which foods should be used or discarded. For example, the code stipulates that foods held at 41Þ For lower can be kept for a maximum of seven days. For older refrigerators that keep foods between 41Þ and 45Þ F, the time is reduced to four days. In order to enforce this rule, all foods must be date-marked. If food is prepared on the premises and will be held more than 24 hours, it should be marked with the use-by or discard date. Discard dates on commercially processed foods are calculated based on when they are opened, providing that the discard date does not exceed the manufacturer’s use-by date. Foods that are past their use-by date, or that have not been date-marked, should be discarded because bacteria may have reached levels high enough to cause illness.

The Culprit: Listeria

To understand why accurate date-marking is such an important food safety issue, one needs to look no further than the microscopic bacteria, Listeria monocytogenes. It’s no secret that Listeria is one tough bug. It is found in soil and water, which means that it can be almost anywhere. It can grow even when there is no oxygen, such as in vacuum packaging. On top of that, it can multiply at refrigeration temperatures as low as 37Þ F. In fact, these resilient bacteria resist the negative effects of freezing, drying and heating fairly well. Although the bacteria are killed when foods are cooked properly, contamination often occurs after cooking. If the contaminated food is served cold or not reheated properly Listeria can be present at high enough levels to cause illness. Most healthy persons are not likely to become seriously ill from these bacteria. Still, each year, the Centers for Disease Control estimates that 2,500 people will become seriously ill, resulting in 500 deaths. Because 20 percent of serious cases prove to be fatal, food safety experts have flagged this issue as requiring special attention.

Because proper temperatures do not always control Listeria, time must also be employed to stop the spread of this organism. This is where date-labeling systems are particularly helpful. Because proper labeling of foods is so important to protecting customers’ health, a solid food rotation system should be in place in each food service or food retail operation.

FIFO Method of Rotation

A key component to any rotation system is the FIFO (First In, First Out) principle, which states that the foods received or prepared first should be used first. To be successful, the use-by dates must be clearly marked. New foods should always be placed behind older foods on shelves to make it easy for employees to pull the correct food. Operators may choose to implement a policy of shorter shelf lives to enhance food quality; therefore, employees must be trained to calculate the correct use-by date for foods they prepare or open based on FDA requirements and company policy. According to the FDA Model Food Code, the date marked on the container should be the use-by or discard date – not the date food is prepared. When calculating this length of time, the day the food is prepared or opened is counted as day one. For example, if potato salad is made on Tuesday and has a seven- day shelf life, the container should be marked with a discard date of Monday.

A standardized system incorporating color-coded, day-of-the-week labels is a simple way to implement a food rotation program. Preprinted labels are easy to read, often multi-lingual, and available in a variety of configurations and adhesives for every operational need. Color-coded labels are also advantageous to employees because they can see at a glance the day a food is marked without having to read multiple labels. In addition, printed labels are designed specifically to be used on and removed from food pans.

Masking tape, sticky notes and other methods are not designed to the standards required to stand up to the harsh, and often wet, environments of the kitchen, cooler or freezer.

Date-marking foods may seem like a simple practice, but it has far-reaching consequences. Noncompliance with date marking standards poses a business risk, and it opens the door to foodborne illnesses like Listeriosis. Food service operators know that foodborne illness outbreaks can cause significant harm to a business’s reputation and cause an immediate negative impact to the bottom line. Implementing an easy-to-use system of labeling and food rotation protects your business on multiple levels. Noncompliance risk is reduced, and food quality stays high because customers are served foods that are fresh. This keeps customers happy and returning for more.

Paul McGinnis is vice president of marketing for Daydots, an Ecolab company. Reach him at



Current Issue

Current Issue

February/March 2015

Site Search

Site Navigation